Supervisor's Toolkit: Onboarding New Employees

Onboarding

Onboarding refers to the processes in which new hires are integrated into the organization. It includes activities that allow new employees to complete an initial new-hire orientation process, as well as learn about the organization and its structure, culture, vision, mission and values.

Onboarding & Employee Experience strives to be a trusted partner for supervisors and welcoming center for new hires to lead them to an exemplary employee experience and retention through inclusion and collaboration across the college.

Employee lifecycle & Defining a supervisor's role

Onboarding is one important part of the employee lifecycle. It is the Employee`s first experience working here at SLCC. It is also an opportunity for supervisors to express expectations of the work and to encourage, support and create a welcoming environment for the new hires. Remember, everyone wants to feel belonging in a new career. Those that feel belonging to their workplace are more likely to stay, progress and contribute.

Make a plan

As a part of the onboarding process, it is important that all supervisors and departments have an onboarding plan. The onboarding plan that contains a checklist of learning outcomes and systems should become routine for the department, that way important steps don't become missed. It is also important for the tasks to be simple and clear for new hires to understand. The first few days of any new job or place can be overwhelming and confusing, but with a little effort and planning, we can help our new employees feel comfortable and prepared in the new environment.

Now that your new employee accepted your offer, and you submitted a Personal Action Form (PAF), here are the quick steps for you to complete before their hire/start date.

    1. Computer Access: Submit a Computer Access Request immediately. It takes 3-6 days to complete.  
    2. MySLCC Access: Your new employee will gain access to MySLCC and work email address when the PAF hiring workflow is complete.  
      1. The PAF submitter can track the workflow in Etrieve. (Watch the learning video and read or contact your Employment Coordinator.) 
      2. MySLCC can be accessed no earlier than 48 hours prior to their hire date.
    3. Employee Records Onboarding Forms Access Email: Sent to your new employee when HR Employment team processes hiring. The email prompts them to begin completing required new hire onboarding e-forms and book their in-person I-9 appointment.  
      1. Email Subject: “SLCC Onboarding - New Employee Forms” and sent from: Salt Lake Community College <do-not-reply@ted.peopleadmin.com>.
      2. Login credentials: Your new employee must use the username, password, and email address they used to apply in jobs.slcc.edu. 
    4. I-9 Employment Eligibility Verification in-person appointment must be completed no later than the employee’s hire date/start date/PAF date.
      1. Instructions for their temporary parking for their I-9 appointment will be sent in a booking confirmation email.
      2. Failure to complete the I-9 Form or bring acceptable documentation by the hire date may result in termination of employment (penalties).
        1. If their documents are lost, stolen or damaged the new hire can bring a receipt showing that they have applied to replace a List A, B, or C document.
        2. If they are an International student, the I-9 Acceptable Documents include the I-20 form, I-94 form, and Foreign Passport.
    5. Official Transcripts: Submit official transcripts of diploma(s) (if applicable) to HR within 30 days.
    6. Welcome Email from Onboarding Team: A welcome email will be sent to your new employee with the supervisor being copied typically, within 48 hours with the subject: “Required SLCC HR Onboarding Tasks and New Hire Info” from onboarding@slcc.edu.
      1. If your employee is an internal hire or rehire, they will only receive a system’s email with the login access to complete the internal/rehire e-forms.
    7. Before your Employee’s First Day:
      1. Confirm that your new employee booked an in-person I-9 Verification Appointment by their Hire Date at the Taylorsville Redwood campus.
      2. Outline 1st Day: Let your employee know what their first day will look like.
      3. Parking: Instruct your new employee where to park on their first day before they get access to MySLCC where they can obtain a Parking Permit.
      4. Key Access: Identify the rooms and key access for your employee and help them to submit Key Requests.
      5. Welcoming Workspace: Prepare a workspace, set a supervisor meeting, and create an onboarding plan.
    8. Onboarding Guides:
      1. Check out the SLCC Onboarding website to guide an employee’s first day, week, month, and year at SLCC. 
      2. Refer to our onboarding to-do checklist: Onboarding Your New Hire.
      3. Email for support to onboarding@slcc.edu.

Identify a support team

We highly encourage supervisors to appoint mentors or buddies to the new hire. These onboarding champions should be friendly and approachable. Most new hires will have many questions in their first few weeks. Providing someone that they are comfortable to direct questions to and have a lunch with will save supervisors time and still encourage communication and acclimation within the department.

Onboarding Resources

Use the template below to build your own Onboarding to-do list.


Build a to-do list

Microsoft Word Template